Contacts are a preparation task
When water appears, nobody wants to hunt for a number or a key. The most common gap in preparation is not equipment or knowledge but information that lives in one person's phone. A contact sheet puts that information in one shared place, and a roles section clarifies who is allowed to make which decisions.
Fill in the sheet below and review it on a regular schedule, perhaps each quarter and whenever staff or tenants change. Leave blank anything that does not apply. Never put passwords or sensitive codes in a document that many people can read; instead note where those are stored securely.
Tenants in multi-tenant buildings should add the neighbors' emergency contacts as well. Water travels through shared walls, ceilings and drains, and an event in the next suite can become yours before anyone tells you. Agreeing in advance how neighbors alert one another, even with something as simple as a group message list, shortens the lag between a leak starting and the right person learning of it. Add the building manager's after-hours route and confirm it works, since a number that rings to an unattended desk is of little help at night.
Contacts
- Role
- Facility manager
- Name
- Phone or contact method
- After-hours access
- Role
- Operations manager
- Name
- Phone or contact method
- After-hours access
- Role
- Safety lead
- Name
- Phone or contact method
- After-hours access
- Role
- Landlord or property manager
- Name
- Phone or contact method
- After-hours access
- Role
- Fire protection contractor
- Name
- Phone or contact method
- After-hours access
- Role
- Plumber
- Name
- Phone or contact method
- After-hours access
- Role
- Electrician
- Name
- Phone or contact method
- After-hours access
- Role
- Roofing contractor
- Name
- Phone or contact method
- After-hours access
- Role
- Insurance agent or broker
- Name
- Phone or contact method
- After-hours access
- Role
- Restoration companies you have vetted
- Name
- Phone or contact method
- After-hours access
Information to attach
Who decides
- IfSpending on emergency measures is neededName the person authorized to approve it, and the backup.
- IfOperations need to be paused or reroutedName the operations lead who can make that call.
- IfSprinklers or fire protection are involvedName who coordinates with the contractor and fire authority.
- IfA leased space is affectedName who contacts the landlord and what the lease requires.
Quarterly review prompts
- Are all names and contact methods current?
- Has anyone left or joined who needs access?
- Did building changes move valves or panels?
- Was the after-hours call chain tested recently?
Common questions
Should vendors be pre-selected?
It can help to have vetted options, but verify them and keep your choice open to circumstances and your insurer's guidance.
Who should have a copy?
Facility leads, shift supervisors and anyone with after-hours responsibility.
General information for Commerce City, not a quote or professional advice. In an emergency, call 911.